Time and expense tracking system

ABSTRACT

A computer-implemented method and system that operates on a server includes a time and expense management interface for obtaining crew specific information for crews maintaining a utility distribution system. The server is coupled to a wireless communication infrastructure for receiving crew specific information. A portable electronic device receives a selection of a crew with members. The portable electronic device receives the identifier of the at least one or more members of the crew. Once verified, the portable device receives time entries and expense entries, for the at least one or more members of the crew. Business rules are applied to the time entries and expense entries. Once the business rules are satisfied, the time entries and expense entries are stored on the portable electronic device. When the portable electronic device is in proximity to the wireless communication infrastructure, the crew specific information is transmitted to server.

CROSS-REFERENCE TO RELATED APPLICATIONS

This application claims priority from and is related to the followingprior application U.S. Provisional Application No. 62/870,921, filedJul. 5, 2020 entitled “Time and Expense Tracking System.” This priorapplication, including the entirety of the written description anddrawing figures, is hereby incorporated into the present application byreference.

FIELD OF THE DISCLOSURE

The present disclosure generally relates to tracking time and expenseand more specifically to tracking time and expense of contract workersinstalling, repairing, and restoring repairing utility distributionssystems.

BACKGROUND

Organizations that maintain and operate various utility distributionsystems, such as, electrical power distribution and/or transmissionsystems, cellular, telecommunications, cable TV, water and sewer,natural gas and others, are generally responsible for maintaining andoperating a large number of devices or objects that are distributedacross a large geographic area. In order to repair distribution systemsorganizations will hire private contractors and other utility operatorsto help with installing, repairing, and restoring distribution systems.This is especially true after large disruptive events, such as, winterstorms, hurricanes, tornadoes, floods, fires, and earthquakes. Keepingtrack of repair teams is often done by paper and pencil because cellularand other service may not operate reliably, particularly when electricpower distribution system is down. Addressing issues with particularcomponents, parts, and sub-systems and maintaining the operations ofutility systems is a challenge. It can also be a challenge whendocumenting time and expense for government agencies, such as publicutility commissions.

SUMMARY OF THE INVENTION

The present invention provides a novel system and method for capturingtime and expense reporting. The time and expense reporting is forutility distribution systems, such as, electrical power distributionand/or transmission systems, cellular, telecommunications, cable TV,water and sewer, natural gas and others. These utility distributionsystems include a large number of devices or objects that aredistributed across a big geographic area.

The present invention replaces paper and pencil systems that werenecessary after a large disruptive event, such as such as, winterstorms, hurricanes, tornadoes, floods, fires, and earthquakes becausepower was not working reliably and cellular communications and otherwireless communication is down.

A combination of business rules on a portable electronic device andrules on the server helps to ensure that time and expense reporting isaccurate and timely. The user interface may use color schemes to helpthe crew understand when business rules are in compliance for time andexpense entries. Crew identifiers, such as, facial recognition, fingerprint recognition, and near field communications tags, are used toauthenticate the crew working on repairs. Pictures of vehicles,including identifiers such as VINs and GPS coordinates helps to ensureaccurate records. Authorized GPS locations may be tied to equipmentlocation, staging areas and other known GPS coordinates. Rosters may bepre-populated on the portable electronic device ahead of time from acentral server. This pre-population reduces transcription errors forworker crew member's names. Further the pre-population reduces duplicateentries of names, such as a given legal name and nicknames which areoften counted twice.

In one example, GPS is used to calculate mileage for the crew vehicle topredict when refueling is necessary. The prediction of fuel consumptionis cross-correlated with expense entries for fuel. In some cases, are-fueling truck is automatically deployed to meet the crew vehicleand/or more fuel automatically ordered. Crew vehicles returning tostaging areas can be automatically routed using control signals toground crew, signs and gates to direct the vehicle to refueling.

GPS may also be used to calculate estimated time of arrival (ETOA) ofthe crew at a work site. This ETOA is used to help cross-correlatecategories of different time entries, e.g. travel time and work time andstandby time.

The present invention helps to document time and expense for governmentagencies, such as public utility commissions. This documentation isoften used to assist with setting special charges on customer invoices.

More specifically disclosed is a novel computer-implemented method andsystem that operates on a server includes a time and expense managementinterface for obtaining crew specific information for crews maintaininga utility distribution system. The crew specific information includes anidentifier of one or more members of a crew in the plurality of crewsand time entries and/or expense entries, the identifier i) biometricdata and/or ii) a personal identifier of the at least one or moremembers of the crew. The server is coupled to a wireless communicationinfrastructure for receiving the crew specific information.

A portable electronic device receives a selection of a crew with themember. The portable electronic device includes a transmitter fortransmitting collected data to the server over the wirelesscommunication infrastructure. The portable electronic device receivesthe identifier of the at least one or more members of the crew. Theidentifier is verified. Once verified, the portable device receives timeentries and expense entries, for the at least one or more members of thecrew, the time entries including a date, hours worked, and a category oftime. Business rules are applied to the time entries and expenseentries. Once the business rules are satisfied, the time entries andexpense entries are stored on the portable electronic device. When theportable electronic device is in proximity to the wireless communicationinfrastructure, the crew specific information is transmitted to the timeand expense management interface.

BRIEF DESCRIPTION OF THE DRAWINGS

The accompanying figures where like reference numerals refer toidentical or functionally similar elements throughout the separateviews, and which together with the detailed description below areincorporated in and form part of the specification, serve to furtherillustrate various embodiments and to explain various principles andadvantages all in accordance with the present disclosure, in which:

FIG. 1 illustrates a electricity distribution system, according to anexample;

FIG. 2 illustrates a time and expense major software components onhandheld device and communicating with computer server, according to anexample;

FIG. 3 is a table of example data for time and expense tracking,according to an example;

FIG. 4 is an example flow of the time and entry process, according to anexample;

FIG. 5A thru 5C, FIG. 6A thru 6B, FIG. 7A thru FIG. 7C, FIG. 8A thruFIG. 8E, FIG. 9A thru FIG. 9B, FIG. 10A thru FIG. 10C, FIG. 11A thruFIG. 11B, FIG. 12, FIG. 13, FIG. 14, and FIG. 15A thru FIG. 15C, areexample screens of the time and entry process of FIG. 4, according to anexample;

FIG. 16A thru FIG. 16B is an overall flow chart 1600 of the time andexpense submission and review process;

FIGS. 17 and 18 are an overall flow chart of process of operating thetime and expense management interface with information receivedwirelessly from the portable electronic devices, according to anexample; and

FIG. 19 is a block diagram of an example portable electronic or handhelddevice.

DETAILED DESCRIPTION Example Embodiments

As required, detailed embodiments are disclosed herein; however, it isto be understood that the disclosed embodiments are merely examples andthat the systems and methods described below can be embodied in variousforms. Therefore, specific structural and functional details disclosedherein are not to be interpreted as limiting, but merely as a basis forthe claims and as a representative basis for teaching one skilled in theart to variously employ the disclosed subject matter in virtually anyappropriately detailed structure and function. Further, the terms andphrases used herein are not intended to be limiting, but rather, toprovide an understandable description.

The terms “a” or “an”, as used herein, are defined as one or more thanone. The term plurality, as used herein, is defined as two or more thantwo. The term another, as used herein, is defined as at least a secondor more. The terms “including” and “having,” as used herein, are definedas comprising (i.e., open language). The term “coupled,” as used herein,is defined as “connected,” although not necessarily directly, and notnecessarily mechanically. The term “configured to” describes hardware,software or a combination of hardware and software that is adapted to,set up, arranged, built, composed, constructed, designed or that has anycombination of these characteristics to carry out a given function. Theterm “adapted to” describes hardware, software or a combination ofhardware and software that is capable of, able to accommodate, to make,or that is suitable to carry out a given function.

As required, detailed embodiments are disclosed herein; however, it isto be understood that the disclosed embodiments are merely examples andthat the systems and methods described below can be embodied in variousforms. Therefore, specific structural and functional details disclosedherein are not to be interpreted as limiting, but merely as a basis forthe claims and as a representative basis for teaching one skilled in theart to variously employ the disclosed subject matter in virtually anyappropriately detailed structure and function. Further, the terms andphrases used herein are not intended to be limiting, but rather, toprovide an understandable description.

Utility Distribution System

FIG. 1 illustrates a utility distribution system 100, according to anexample. This is example is an electric utility distribution system,however the present invention is applicable to other distributionsystems as well including, cellular, telecommunications, cable TV, waterand sewer, natural gas and others. It is to be understood that variousimplementations are able to include multiples of the illustratedcomponents as well as other components or fewer components than areillustrated in this example.

The utility distribution system 100 includes at least one computerserver 104 that controls, coordinates, otherwise facilitates, orcombinations of these, the operation of a time management system. Thecomputer server 104 in an example, maintains databases, includingworkers or members 110, 112, 114 of a given work crew, their images, andbusiness rules. The computer server 104 in one example receivesinformation from members 110, 112, 114 of a given work crew, performsother functions. The computer server 104 sends customized business rulesbusiness rules, images of the members of the crew, and other informationrelated to the members of the crew to portable communications device120, 122, 124 of the members 110, 112, 114. The computer server 104presents information to operators (not shown). In some examples, partsor all of several of the methods described below are performed by thecomputer server 104 or a similar computing apparatus.

One or more workstation(s) 102 provide a user interface for operators tointeract with the computer server 104 and communicate with members 110,112, 114 of a given work crew. In some examples, the workstation(s) 102include graphical displays that are able to present images, videos,alphanumeric information, other information, or combinations of these.Further, the workstation(s) 102 in some examples include facilities toimplement audio communications with members 110, 112, 114 of a givenwork crew. In various examples, an operator at workstation(s) 102 isable to provide indications of the geographic location for observationof selected object, provide ratings for observation data received frommembers 110, 112, 114 of a given work crew. The computer server 104, inan example, is connected to a wide area wireless communications system106. The wide area wireless communications system depicted in thisexample is able to include various components, such as publiclyavailable cellular data communications, other wireless communications,or combinations of these. The wide area wireless communications system106 in some examples includes a number of radio transmission towers andtransceivers to allow wireless communications over a wide area.

An example number of members 110, 112, 114 of a given work crew who eachhave a portable communications device. In an example, each portablecommunications device 120, 122, 124 has a camera along with othercomponents to support the operation of the below described systems andmethods. In this example a first member 110 with a first communicationsdevice 120, a second member 112 with a second communications device thathas a member camera 122, and a third member 114 with a thirdcommunications device 124. In operation, utility distribution system 100is able to have any number of members with communications devices. In anexample, the wide area wireless communications system 106 supportscommunications between the computer server 104 and the communicationsdevices held by the various members. In general, the members are able tohave similar or different communications devices that each has a camera.

The communications devices for each member, in an example, is able toreceive information from the computer server 104, capture observationdata such as images, videos, other observation data, or combinations ofthese, communicate the observation data back to the computer server 104,and support interactions between the member and an operator at aworkstation(s) 102 working via the computer server 104. In someexamples, the communications devices, such as the first communicationsdevice 120, the second communications device that has a member camera122, and the third communications device 124, each have locationequipment to determine and report the present geographic location ofthat device, and thus the present geographic location of the memberassociated with that device. In some examples, the location equipmentsends reports of the present geographic location that is determinedlocation of its communications device to the computer server 104 for usein determining which members are near a geographic location forobservation.

In the following discussion, interactions between the computer server104 and the members 110, 112, 114 are conducted through a respectivecommunications device that is associated with each member. In anexample, each communications device has a camera that is able to captureimages, such as images of an object to be observed. In general, adescription of sending any information, instructions, offers, otherdata, or combinations of these to a member is referred to as sendingsuch information, instructions, offers, other data, or combinations ofthese to a member camera that is associated with that member.

It is important to note that the communication devices 120, 122, and 124are configured to work completely “off-line” in the event thatcommunications is not available with computer server 104. This isimportant because disruptive events, such as, hurricanes, often disruptpower distribution systems. The software as will be discussed furtherbelow on the communication devices 120, 122, and 124 is designed to workoff line and synchronize back up with the computer server 104 at a latertime, when communication systems are available.

The utility distribution system 100 depicts a portion of an electricaldistribution system 150. The depicted portion of the electricaldistribution system includes a pole 152 that has a pole mountedtransformer 154. In an example, the three (3) members depicted in themembers 110, 112, 114 are in the vicinity of the pole 152. In an examplethe vicinity of the pole is defined as being a threshold distance fromthe pole 152. In general, the present camera location 134 and the objectlocation 136 are three-dimensional location values that are preciselydetermined, such as by GPS receivers. Moreover, the communicationdevices 120, 122, and 124 may include camera pose angle determinationequipment, such as a compass (not shown) to determine an azimuthdirection of the pose angle 132 and an accelerometer (not shown) todetermine elevation angles of the pose angle 132. Also shown is autility truck 180. In this example the utility truck 180 is a buckettruck and it includes identifying features, such as a license plate, DOTnumber, or fleet number, to help identify it in an images.

Augmented Reality to Document Work or Expense

FIG. 1 depicts an image capture display 160 that is presented in thisexample on a display of the member camera 122. This example may be usedto document work and/or an expense. The image capture display 160includes the captured image of the pole 152 and the pole mountedtransformer 154. In the illustrated example, the image capture display160 further includes various augmented reality image elements that aresuperimposed on the captured image. In some examples, the augmentedreality image elements are provided to give the member 112 instructionsfor locating or angling the member camera 122 to capture additionalimages of the object of interest.

In some examples, the augmented reality image elements are provided onthe image capture display 160 to reflect and indicate instructions thatare generated by an operator at workstation 102 based on receivingimages from the member camera 122. In some examples, such instructionsdirect the member 112, who is operating the member camera 122, to movethe location of the member camera 122, change the pose angle of themember camera 122, take other actions, or combinations of these.

The image capture display 160 illustrated in this example presentsaugmented reality image elements that are direction arrows to direct themember 112, who is operating the member camera 122, to move or re-orientthe member camera 122. The illustrated image capture display 160 in thisexample presents all of the direction arrows that are able to bepresented in order to concisely and clearly depict these elements. Ingeneral, only one or a few of the possible direction arrows arepresented at one time.

The image capture display 160 presents a number of camera pose angleadjustment directions arrows to direct the member 112 to change thecamera pose angle in a desired direction. The image capture display 160includes camera pose angle adjustment direction arrows that include: anup tilt arrow 170; a down tilt arrow 172; a left tilt arrow 174 and aright tilt arrow 176.

The image capture display 160 also presents a number of ground positionmovement directions arrows to direct the member 112 to move to adifferent location on the ground. The image capture display 160 includesground position movement direction arrows that include: a forwardmovement arrow 178; a backward movement arrow 180; a left movement arrow182; and a right movement arrow 184.

In an example, which direction arrows that are presented on the imagecapture display 160 at a particular time reflect differences between thepresent camera pose angle 132 reported by the member camera 122, thepresent location of the member camera 122, and a particular pose angleand present location for the member camera 122 that is chosen to captureimages of the object to be observed. In an example, some objects mayhave preferred pose angles for capturing images of, for example, aparticular portion of the object. In such an example, which groundposition movement direction arrows to be presented on the image capturedisplay 160 are able to be determined based on differences between thepresent location of the member camera 122, such as are reported by a GPSreceiver that is a part of the member camera 122, and a desired locationfor the accepting member camera 122 that allows capturing images of theobject at the preferred pose angle. Pose angle adjustment directionarrows are also able to be determined based upon differences betweenpresent pose angle of the member camera 122, such as is reported by acompass and accelerometer in the member camera 122, and the desired poseangle. Further, direction arrows are able to be provided as visualdirection feedback on the image capture display to adjust the content ofcaptured images based upon judgment of an operator receiving suchimages. In some examples, direction arrows are augmented realityinstructions that are provided as additional instructions to the membercamera where those additional instructions are provided based onreceiving an image capture of the object and are instructions forcapturing additional images of the object.

In some examples, augmented reality image elements are used to indicatethe object of interest of which images are to be captured. In theillustrated example, an object box 162 is superimposed on the capturedimage to identify the object of interest that is to be observed, i.e.,the pole mounted transformer 154 in this example. Object image box 162may be generated by an image recognition process comparing an image of aknown object, i.e. power mounted transformer, with the image from theaccepting member camera 122. The image recognition process may befacilitated by analyzing the known location and orientation of acceptingmember camera 122 and the known location of transformer 154. Such anindication 162 assists the accepting member in locating and/or centeringthe object of interest in captured images, assists in providing properfocusing of the accepting member camera 122, provides other assistance,or combinations of these.

Major Software Components

FIG. 2 illustrates a time and expense major software components onhandheld device and communicating with computer server 104 of FIG. 1.The callout item numbers beginning with “1” refers to identical orfunctionally similar elements previously described above with referenceto FIG. 1. More specifically, the communication devices 120, 122, and124 each include at least one database 220, 230, 240 and an app orapplication 222, 232, 242. One example of a software app with thebackend infrastructure for electrical utility repair is the iStorm™system created by the NextEra Energy. Each application 222, 232, 242includes several major software modules 250 as follows:

-   -   Presentation Module 252—that enables the user 120, 122, 124 to        interact with various screens as further described below.    -   Image Module 254—which interfaces with cameras on the        communication devices 120, 122, 124 to document the faces of the        members, the materials, the receipts, and the vehicles being        used. The image module includes facial recognition software for        validating a worker. The image module may also include object        recognition software to help identify components of the utility        distribution system. Further, the image module may include        character recognition software to allow serial numbers,        licensing plates and other characters to be recognized.    -   Expense OCR module 256—which includes optical character        recognition (OCR) software for analyzing an image of a receipt,        reading barcodes and OR codes. The software tallying items on a        receipt and compares the tally to the total of the receipt to        ensure each item listed matches the total sum.    -   Rules Module 258—which include business and business rules for        each member, each crew and subcategories such as work time (WT),        overtime (OT), double time (DT), for activities such as working,        traveling, and standby.

It is important to note that although reference is made to software appson communication devices, the present invention can be implemented as aweb-based interface presenting a series of webpages to the user as well.The webpages like the app may be designed to cache data and apply somerules locally in the event communications between the communicationdevices and the webserver is not available.

Data Structure

FIG. 3 is a table 300 of example data for time and expense tracking,according to an example. The table includes rows for each member 1,member 2, through member N. In this table 300 the data includes rulesfor Standard Time (ST) or Work Time (WT), Overtime (OT), and Double Time(DT). These rules may include, authorized members or workers, authorizedstart date and end date, authorized location(s); authorized maximumStandard Time (ST) per day, per week, per pay period, maximum overtime(OT) per day, per week, per pay period, Double Time (DT) per day, perweek, per pay period, caps on expenses per day, per week, per payperiod, authorized job descriptions, authorized expense categories andmore.

Flow Diagrams and User Interface Screens

FIG. 4 is an example flow of the time and entry process, according to anexample. This description will refer to FIG. 7 through FIG. 16 areexample screens of the time and entry process, according to an example.

The overall flow shown in FIG. 4 starts from the left side with the TeamLead 402 of a given crew logging in 404 and being presented a calendarscreen 406. A summary page 408 is shown before the time entries and/orexpense entries are submitted for review, by Project Lead 418, to server104 coupled to database 424. This calendar screen 406 and summary page408 is further illustrated in FIG. 5. Time entries 410 and expenseentries 412 screens for review on server 104 are shown. Prior toapproval by the PL, one or more internal rules may be implied to ensurethe crew member's time entries are within bounds of the rules set asshown the following figures. Once approved by Production Lead (PL) 418these may be stored in the same database 424 or another database 426 asshown. In one example, the first database 424 is a Resources forEmergency Deployment (REDi) database that contains information to manageresources, commodities, and people which communicates with theapplication. The second database 426 is Contractor Time and Expense(CTE) Database 426 for collecting and storing all information related tocontractor time entrees through the application 222, 232, and 242.

Turning now to FIG. 5A thru FIG. 5C are further details of an examplecalendar screen 406 and summary page 408. A pull down 516 with names ofcrew members, which may be pre-populated by server 104, is shown. A userselects 518 a date on calendar 408 and use of color-coded buttons forquick interpretation. Shown are colors 520 for “created”, “submitted”,“approved” and “rejected”. Selecting button 522 creates a timesheet. Thesummary page 408, the “Time Report” 528 and “Staging Site” 530 and“Process Lead”/“Travel Coordinator” 532 are required.

FIG. 6A thru FIG. 6B illustrates an example screen 602, which provides asingle identical time entry or expense entry, also known as “bulk entry”604 for all members of the crew. This is very helpful in reducing thenumber of steps that the crew lead must perform in entering, via aportable electronic device 120, 122, and 124 when entering the identicaltime entries and/or expense entries for the entire crew. Individualhours 606 an also be revised as needed. The entries are saved 620.

FIG. 7A thru FIG. 7C is another view of the summary page 408, accordingto an example. Shown is a pull-down pre-populated by server 104 forstaging site 702. A mobilization, demobilization 704 selector is shown.This is useful for providing more feedback when using GPS tracking. Alsoshown is a pull down listing 706 representatives from a company the timeentries and expense entries of the crew must be approved.

FIG. 8A thru FIG. 8E is an example summary screen 408 a screen showingoptional expense entries 820. Shown are pre-populated type of expense824, a pre-populated reason 826 and keypad 828. As described above, inone embodiment, the server 104 or portable electronic device 120, 122,124 includes optical character recognition (OCR) software for analyzingan image of a receipt, reading barcodes and OR codes. The softwaretallying items on a receipt and compares the tally to the total of thereceipt to ensure each item listed matches or is less than the totalsum. This is part of the business rules.

FIG. 9A thru FIG. 9B is an example screen 408 of submitted the timeentries and expense entries by selecting submit button 902. The calendar406 shows how various colors 520 are used to designate “rejected”,“approved”, “submitted”. Also shown is a summary area 904 illustrated toshow the synopsis of entries for that day.

Turning to FIG. 10A thru FIG. 10C, shown in the summary area 1002 is astatus of rejected timesheet. The rejection can be because of businessrules applied automatically by the software on the portable electronicdevice 120, 122, 124, the server 104, a reviewer or a combination ofall. In this example, the company's representative asked for removal ofexpenses 1004. The user would swipe to access a delete function and thenselect re-submit button 1006.

FIG. 11A thru FIG. 11B shows an example screen 1102 for timesheetapprovers after the initial business rules are satisfied. Typically,this screen needs only to be “read only” because the reviewer is justapproving or rejecting the time entries and or expense entries byselecting button 1104. In the event the screen is rejected, a reasonmust be selected as shown in 1106. For example, a reason may be removeexpense.

FIG. 12 is example of illustrating bulk hours of 602 of FIG. 6 in theprocess of being reviewed and approved by a reviewer. FIG. 13 is exampleof illustrating bulk hours of 602 of FIG. 6 in the process of beingreviewed and approved by a reviewer. FIG. 14 is a summary of the bulkhours for the entire crew. FIG. 15A thru FIG. 15C is an example screenillustrating how bulk hours 1502 and individual is an example howindividual crew members 1504 using the bulk hours of FIG. 14 can beadjusted.

Overall Flow of Time and Expense Management Submission Process

FIG. 16A thru FIG. 16B is an overall flow chart 1600 of the time andexpense submission and review process, according to an example. In thisexample, the flow is broken into four separate areas of responsibilitiesof Crew Lead/GF (General Foreman) 1670, Contract Production Lead (PL)1672, Operating Selection Chief (OSC)/Production Lead (PL) 1674 andFinance Section Chief (FSC) 1676. It is important to note that anynumber of areas and reviews are possible. These reviews may be automatedwith scripts such as XML and JAVA and other programming scripts. Some ofthese reviews may be manual as well as automated.

The process starts at step 1602 with the Crew Lead/GF (General Foreman)1670 and immediately proceeds to step 1604. In step 1604, using theportable electronic device 120, 122, 124, after the verifications stepsdescribed in FIG. 17 below, the crew 110, 112, 114 enters time and/orexpense entries into the application 222, 232, 242. The processcontinues to step 1606. In step 1606 the time and expense entries arereviewed by the Mobilization Lead/Production Lead 418. The processcontinues to step 1610, which typically operates on the server 104 oncethe time and expense entries are uploaded and the initial business rulesautomatically applied. Contract Production Lead (PL) 1672 retrieves timeand expense entries from server 104. The process continues to step 1612in which the time and expense entries are reviewed further using acombination of different business rules that maybe automatically appliedand by Contract Production Lead (PL). The process continues to step 1614to determine if an exception is flagged due to any of the business rulesor review by Contract Production Lead (PL) not being satisfied. In theevent an exception has been flagged, the process continues to step 1618.The exception is reviewed to ensure it is valid based on furtherbusiness rules. In the event the exception is valid, the processcontinues to step 1622 in which the time a test is made it the time andexpense entries are rejected and automatically re-routed because to theCrew Lead/GF 1672 through steps 1608 and returning to step 1606.

Otherwise in step 1614 if there is no exception flagged the processcontinues to step 1616. Similarly, if in step 1618 the exception is notvalid, the process continues to step 1620. In step 1620, the exceptionreason is documented and the process continues to step 1616. In step1616, the time and expenses entries are forward to companyrepresentative and the process continues to step 1630.

In step 1630, Operating Selection Chief (OSC)/Production Lead (PL) 1674retrieves the information server 104 via a web interface. OperatingSelection Chief (OSC)/Production Lead (PL) 1674 reviews the time andexpense entries against signed timesheets for accuracy. The processcontinues to step 1632. The process continues to step 1632 to determineif an exception is flagged due to any of the business rules or review byContract Production Lead (PL) not being satisfied. In the event anexception has been flagged, the process continues to step 1636. Theexception is reviewed to ensure it is valid based on further businessrules. In the event the exception is valid, the process continues tostep 1640 in which the time a test is made it the time and expenseentries are rejected and automatically re-routed because to the CrewLead/GF 1672 through steps 1608 and returning to step 1606.

Otherwise in step 1632, if there is no exception flagged the processcontinues to step 1634. Similarly, if in step 1636 the exception is notvalid, the process continues to step 1638. In step 1638, the exceptionreason is documented and the process continues to step 1632. In step1632, the time and expenses entries are forward to Finance Section Chief(FSC) 1676 and the process continues to step 1650.

In step 1650, the Finance Section Chief (FSC) 1676 retrieves theinformation server 104 via a web interface. The process continues tostep 1652 in which any exceptions are reviewed on a statement of work(SOW) and continues to step 1654. In step 1654 a test is made todetermine if any exceptions have been flagged. In the event no exceptionis flagged, the process ends in step 1662. Otherwise, in the event anexception is flagged the process continues to step 1656. In step 1656, atest is performed to see if any of these exceptions are valid. In theevent the exceptions are not valid, the process continues to step 1658in which the explanation for the exception is documents and returns tostep 1642 as shown. Otherwise, if the exception is valid, the exceptionis added and the process ends in step 1662.

Overall Flow of Time and Expense Management Interface

FIGS. 17 and 18 are an overall flow chart of process of operating thetime and expense management interface with information receivedwirelessly from the portable electronic devices, according to anexample. The process begins as step 1702 and immediately proceeds tostep 1704. In step 1704, the system 100 shown in FIG. 1 with computerserver 104 is an example environment. The computer server 104 operatingthe computer server 104 with a time and expense management interface(e.g. software running on the server 104) for obtaining crew specificinformation for crews maintaining a utility distribution system. Thecrew specific information includes an identifier of members of a crewand at least one of time entries and expense entries, the identifier isone of i) biometric data and ii) a personal identifier of the members ofthe crew. The computer server 104 is coupled to a wireless communicationinfrastructure 106 for receiving the crew specific information. Theprocess continues to step 1706.

In step 1706 is an optional step. The server 104 sends to the portableelectronic devices 120, 122, 124 a roster of members of the crew. Theroster includes identifiers such as names, biometric data or NFC dataand other data necessary for tracking time and/or expense entries. Thispre-populates the app 222, 232, 242 running on the portable electronicdevices 120, 122, 124 with the list of individuals working on a crew.This pre-populating not only greatly saves time, but it ensures thatroster is correct and avoids misspellings or duplicate names. Theprocess continues to step 1708.

In step 1708, the portable electronic devices 120, 122, 124, receive aselection of a crew. The process continues to step 1710. In step 1710,the portable electronic device 120, 122, 124, receives the identifier ofthe member. The identifier can be one or more of facial recognition,finger print recognition or near field communication of an assigned tag.Optionally the GPS location of the portable electronic device is alsoreceived. Next, the process continues to step 1712.

In step 1712, a verification test is made to see if the identifier ofthe members of the crew matches a previous stored identifier. Inresponse to the verification being unsuccessful, the process may try afew times before exiting in step 1714. Otherwise if the verification ofthe identifier is successful, the time entries and expense entries, forthe members of the crew is received. The time entries a date, hoursworked, and a category of time. The process continues to step 1718.

Step 1718 is optional. All of the time entries may by through the UIs inFIG. 4 thru FIG. 15 maybe applied to a sub-set or all members of thecrew at once. This greatly reduces the time to document time entriesneeded if the entire crew is working the identical hours. The processcontinues to step 1724 through nodes 1720 and 1722. The processcontinues to step 1724.

In step 1724 an optional step of receiving an identification of crewvehicle is also received. The identification can be a license plate,VIN, or other identifier including bar codes and NFC transmitters. Theprocess continues to step 1726.

Step 1726 is an optional step in which the GPS (global position system)location of the portable electronic device is also received. The GPSlocation can be used to determine that the crew is in the correctlocation for the period of time of the repair and corresponding to atime entry. The process continues to step 1728.

In step 1728, business rules are applied to the time entries and/orexpense entries. This may be performed on the portable electronic device120, 122, 124 or the server 102 or a combination of both. The processcontinues to step 1730.

In step 1730, a test is made if the business rules are satisfied. Itthey are not satisfied, the process continues to step 1740. As describedabove in FIG. 16, why there is an exception to a business rule isdocumented before ending in step 1730. Otherwise if the business rulesare satisfied, the process continues to step 1732.

In step 1732, the time entries and/or the expense entries are stored onthe portable electronic device 120, 122, 124. The process continues tostep 1734.

In step 1734 the portable electronic device 120, 122, 124 may be outsidecellular or wireless service due to poor coverage in a rural setting orbecause power to cell phone towers are not yet restored. A repeated testis made to determine if wireless communication is available. Once theportable electronic device 120, 122, 124 get in proximity to thewireless communication infrastructure xxx, the crew specific informationincluding the time entries and/or expense entries are wirelesslytransmitted to the server 102 with the time and expense managementinterface. The process continues to step 1738.

In step 1738, optional additional business rules running on the server104 may be applied. These business rules could be health screen rulese.g. Covid-19 temperature, contract numbers, tasks under a work package,dispute resolution or more. The process ends in step 1740.

Portable Electronic or Handheld Device

FIG. 19 is a block diagram of an example a portable electronic orhandheld device 1900 that includes two-way wireless communicationsfunctions. Such handheld devices incorporate communication subsystemelements such as a wireless transmitter 1910, a wireless receiver 1912,and associated components such as one or more antenna elements 1914 and1916. A digital signal processor (DSP) 1908 performs processing toextract data from received wireless signals and to generate signals tobe transmitted. The particular design of the communication subsystem isdependent upon the communication network and associated wirelesscommunications protocols with which the device is intended to operate.

The handheld device 1900 includes a microprocessor 1902 that controlsthe overall operation of the handheld device 1952. The microprocessor1902 interacts with the above described communications subsystemelements and also interacts with other device subsystems such asnon-volatile or flash memory 1906, random access memory (RAM) 1904,auxiliary input/output (I/O) device 1938, data port 1928, display 1934,keyboard 1936, speaker 1932, microphone 1930, a short-rangecommunications subsystem 1920, a power subsystem 1922, and or any otherdevice subsystems.

One or more sensors 1982 are incorporated into or coupled with handhelddevice. The sensor 1982 is operative to sense such movement by anysensing device currently known and understood within the relevant art,or hereinafter invented. Examples of sensor 1982 include one or moreaccelerometers, Global Positioning System (GPS), G-force meter,gravimeter, gradiometer, inclinometer, clinometer, tiltmeter, microelectro-mechanical system (MEMS), compass, or the like, using any knowntechnology, including liquid capacitive, piezoelectric, piezoresistive,piezoceramic, or other technology currently known and understood withinthe relevant art, or hereinafter invented. Such devices or technologyenable the conversion of movement information to an electric signal thatis interpreted by microprocessor 1902.

Pairs or triplet combinations, or bi-axial or tri-axial implementationsof sensor 1982 may are used for detecting movement in two or threedimensions. Sampling rates of sensor 1982 are selected to balance costand other factors, with a requirement for the perception ofresponsiveness and smooth movement desired for a user. One or moreaccelerometers may provide information regarding a rate of speed oracceleration of a handheld device, and may also provide informationpertaining to orientation of the handheld device 1900, as well.Algorithms or software which may be executed by microprocessor 1902, forconverting spatial, coordinate, or other reference information embeddedwithin such electric signal, to an angular orientation of the sensingdevice and/or an orientation of a device into which the sensing deviceis connected or associated, is understood by one skilled in the relevantart.

A battery 1924 is connected to a power subsystem 1922 to provide powerto the circuits of the handheld device 1952. The power subsystem 1922includes power distribution circuitry for providing power to thehandheld device 1900 and also contains battery charging circuitry tomanage recharging the battery 1924. The power subsystem 1922 includes abattery monitoring circuit that is operable to provide a status of oneor more battery status indicators, such as remaining capacity,temperature, voltage, electrical current consumption, and the like, tovarious components of the electronic handheld 1900.

The data port 1928 is able to support data communications between thehandheld device 1900 and other devices through various modes of datacommunications, such as high speed data transfers over opticalcommunications circuits or over electrical data communications circuitssuch as a USB connection incorporated into the data port 1928 of someexamples. Data port 1928 is able to support communications with, forexample, an external computer or other device.

Data communication through data port 1928 enables a user to setpreferences through the external device or through a softwareapplication and extends the capabilities of the device by enablinginformation or software exchange through direct connections between thehandheld device 1952 and external data sources rather then via awireless data communication network. In addition to data communication,the data port 1928 provides power to the power subsystem 1922 to chargethe battery 1924 or to supply power to the electronic circuits, such asmicroprocessor 1902, of the handheld device 1900.

Operating system software used by the microprocessor 1902 is stored inflash memory 1906. Further examples are able to use a battery backed-upRAM or other non-volatile storage data elements to store operatingsystems, other executable programs, or both. The operating systemsoftware, device application software, or parts thereof, are able to betemporarily loaded into volatile data storage such as RAM 1904. Oneexample of data storage in RAM is time and expense environment 250. Datareceived via wireless communication signals or through wiredcommunications are also able to be stored to RAM 1904.

The microprocessor 1902, in addition to its operating system functions,is able to execute software applications on the handheld device 1900. Apredetermined set of applications that control basic device operations,including at least data and voice communication applications, is able tobe installed on the handheld device 1900 during manufacture. Examples ofapplications that are able to be loaded onto the device may be apersonal information manager (PIM) application having the ability toorganize and manage data items relating to the device user, such as, butnot limited to, e-mail, calendar events, voice mails, appointments, andtask items.

Further applications may also be loaded onto the handheld device 1900through, for example, the wireless network 1950, an auxiliary I/O device1938, data port 1928, short-range communications subsystem 1920, or anycombination of these interfaces. Such applications are then able to beinstalled by a user in the RAM 1904 or a non-volatile store forexecution by the microprocessor 1902.

In a data communication mode, a received signal such as a text messageor web page download is processed by the communication subsystem,including wireless receiver 1912 and wireless transmitter 1910, andcommunicated data is provided the microprocessor 1902, which is able tofurther process the received data for output to the display 1934, oralternatively, to an auxiliary I/O device 1938 or the data port 1928. Auser of the handheld device 1952 may also compose data items, such ase-mail messages, using the keyboard 1936, which is able to include acomplete alphanumeric keyboard or a telephone-type keypad, inconjunction with the display 1934 and possibly an auxiliary I/O device1938. Such composed items are then able to be transmitted over acommunication network through the communication subsystem.

For voice communications, overall operation of the handheld device 1900is substantially similar, except that received signals are generallyprovided to a speaker 1932 and signals for transmission are generallyproduced by a microphone 1930. Alternative voice or audio I/Osubsystems, such as a voice message recording subsystem, may also beimplemented on the handheld device 1900. Although voice or audio signaloutput is generally accomplished primarily through the speaker 1932, thedisplay 1934 may also be used to provide an indication of the identityof a calling party, the duration of a voice call, or other voice callrelated information, for example.

Depending on conditions or statuses of the handheld device 1900, one ormore particular functions associated with a subsystem circuit may bedisabled, or an entire subsystem circuit may be disabled. For example,if the battery temperature is low, then voice functions may be disabled,but data communications, such as e-mail, may still be enabled over thecommunication subsystem.

A short-range communications subsystem 1920 provides for datacommunication between the handheld device 1952 and different systems ordevices, which need not necessarily be similar devices. For example, theshort-range communications subsystem 1920 includes an infrared deviceand associated circuits and components or a Radio Frequency basedcommunication module such as one supporting Bluetooth® communications,to provide for communication with similarly-enabled systems and devices,including the data file transfer communications described above.

A media reader 1960 is able to be connected to an auxiliary I/O device1938 to allow, for example, loading computer readable program code of acomputer program product into the handheld device 1900 for storage intonon-volatile memory such as flash memory 1906. One example of a mediareader 1960 is an optical drive such as a CD/DVD drive, which may beused to store data to and read data from a computer readable medium orstorage product such as computer readable storage media 1962. Examplesof suitable computer readable storage media include optical storagemedia such as a CD or DVD, magnetic media, or any other suitable datastorage device. Media reader 1960 is alternatively able to be connectedto the electronic device through the data port 1928 or computer readableprogram code is alternatively able to be provided to the handheld device1900 through the wireless network 1950.

Non-Limiting Examples

Although specific examples of the subject matter have been disclosed,those having ordinary skill in the art will understand that changes canbe made to the specific examples without departing from the spirit andscope of the disclosed subject matter. The scope of the disclosure isnot to be restricted, therefore, to the specific examples, and it isintended that the appended claims cover any and all such applications,modifications, and examples within the scope of the present disclosure.

What is claimed is:
 1. A computer-implemented method for time andexpense management, the method comprising: operating on a server, a timeand expense management interface for obtaining crew specific informationfor a plurality of crews maintaining a utility distribution system,wherein the crew specific information includes an identifier of at leastone or more members of a crew in the plurality of crews and at least oneor more of time entries and expense entries, the identifier is one of i)biometric data and ii) a personal identifier of the at least one or moremembers of the crew and wherein the server is coupled to a wirelesscommunication infrastructure for receiving the crew specificinformation; receiving, by a portable electronic device, a selection ofa crew with the at least one or more members, wherein the portableelectronic device includes at least one transmitter for transmittingcollected data to the server over the wireless communicationinfrastructure; receiving, by the portable electronic device, theidentifier of the at least one or more members of the crew; verifying,by the portable electronic device, the identifier of the at least one ormore members of the crew matches a previous stored identifier; based onthe verification of the identifier matching the previous storedidentifier, receiving, by the portable electronic device, the at leastone or more of time entries and expense entries, for the at least one ormore members of the crew, the time entries including a date, hoursworked, and a category of time; applying business rules to the at leastone or more of time entries and expense entries, by the portableelectronic device; based on the business rules being satisfied, storingthe at least one or more of time entries and expense entries, on theportable electronic device; and based on the portable electronic devicebeing in proximity to the wireless communication infrastructure,transmitting the crew specific information to the time and expensemanagement interface.
 2. The computer-implemented method of claim 1,further comprising: sending, from the server to the portable electronicdevice, a roster of members of the crew prior to receiving on theportable electronic device the selection of the crew.
 3. Thecomputer-implemented method of claim 1, wherein the personal identifieris based on one of a facial recognition of the at least one or moremembers of the crew; finger print recognition of the at least one crewmembers of the crew; a near field communication tag assigned to the atleast one crew members of the crew; or a combination thereof.
 4. Thecomputer-implemented method of claim 1, further comprising: receiving anidentification of a vehicle assigned to the at least one or more membersof the crew; and wherein the business rules to the at least one or moreof time entries and expense entries, include comparing theidentification of a vehicle to an authorized vehicle.
 5. Thecomputer-implemented method of claim 1, wherein receiving the personalidentifier of the at least one or more members of the crew, includesreceiving a GPS location of the portable electronic device and whereinthe business rules to the at least one or more of time entries, andexpense entries, include comparing the GPS location of the portableelectronic device to authorized GPS locations.
 6. Thecomputer-implemented method of claim 5, further comprising: tracking aGPS location of the portable electronic device over a time period;calculating a distance traveled during the time period; receiving atleast one expense entry for miles traveled by a crew vehicle; comparingthe expense entry for miles traveled by the crew vehicle to the distancetraveled; and based on the expense entry for miles being less than orequal to the distance traveled, applying business rules to the expenseentries.
 7. The computer-implemented method of claim 5, furthercomprising: tracking a GPS location of the portable electronic deviceover a time period; and calculating an estimated time of arrival to adestination of the crew.
 8. The computer-implemented method for timemanagement, of claim 1, wherein the category of time is selected fromone of work time, travel time and standby time.
 9. Thecomputer-implemented method of claim 1, further comprising: based onreceiving by the server from the portable electronic device the crewspecific information applying one or more additional business rules onthe server, wherein the additional business rules include at least oneor more of health screening data including body temperature and wellnessinformation of the crew to reduce transmission of a virus to predefinedthresholds; matching the identifier with a contract number; matching aseries of tasks under a work package with the crew specific information;and beginning a dispute escalation process if a business rule is notsatisfied.
 10. The computer-implemented method of claim 1, furthercomprising: receiving at least one expense entry for the at least one ormore members of the crew, the expense entry including an image of areceipt corresponding to the expense entry; performing text recognitionon the receipt to identify one or more items each with a correspondingprice; adding the corresponding price of the one or more items on thereceipt to calculate a total; comparing the total with the expenseentry; and based on the expense entry be less than or equal to thetotal, applying business rules to the expense entries.
 11. Thecomputer-implemented method of claim 1, wherein the receiving, by theportable electronic device, one or more time entries for the at leastone or more of the members of the crew, includes a single time entry forall members of the crew and receiving confirmation to apply the singletime entry received to all members of the crew.
 12. Thecomputer-implemented method of claim 1, further comprising: receiving aselection for a site visited by the crew and applying business rules tothe site visited.
 13. The computer-implemented method of claim 1,further comprising: presenting a calendar on the portable electronicdevice in which a date corresponding to a time entry that has complieswith the business rules applied is displayed in a first color and eachtime entry that does not comply with the business rules is displayed ina second color.
 14. The computer-implemented method of claim 13, furthercomprising: presenting a calendar on the portable electronic device inwhich a date corresponding to a time entry that has complies with thebusiness rules applied and is authorized is displayed in the first colorand each time entry that has complies with the business rules appliedand is waiting authorization is displayed in a third color.
 15. Acomputer-implemented method for time and expense management, the methodcomprising: operating on a server, a time and expense managementinterface for obtaining crew specific information for a plurality ofcrews maintaining a utility distribution system, wherein the crewspecific information includes an identifier of at least one or moremembers of a crew in the plurality of crews, the identifier is one of i)biometric data and ii) a personal identifier of the at least one or moremembers of the crew and expense entries, and wherein the server iscoupled to a wireless communication infrastructure for receiving thecrew specific information; receiving, by a portable electronic device, aselection of a crew with the at least one or more members, wherein theportable electronic device includes at least one transmitter fortransmitting collected data to the server over the wirelesscommunication infrastructure; receiving, by the portable electronicdevice, the identifier of the at least one or more members of the crew;verifying, by the portable electronic device, the identifier of the atleast one or more members of the crew matches a previous storedidentifier; based on the verification of the identifier matching theprevious stored identifier, receiving, by the portable electronicdevice, the expense entries, for the at least one or more members of thecrew; tracking, by the server, at least one or more of 1) expensereceipts for fuel and 2) a GPS location of the portable electronicdevice over a time period to determine fuel consumption of a crewvehicle; and based on the fuel consumption being above a threshold,performing, by the server, at least one or more of 1) automaticallydispatching a fuel truck to meet the crew vehicle, 2) upon the crewvehicle returning to a staging area automatically sending a controlsignal to sorting station to direct the crew vehicle for refueling, and3) automatically ordering more fuel and dispatching a fuel truck.
 16. Asystem for time and expense management, the system comprising: a memorywith program instructions; a processor communicatively coupled to thememory, wherein the program instructions when executed by the processoris configured causes the processor to perform the steps of operating ona server, a time and expense management interface for obtaining crewspecific information for a plurality of crews maintaining a utilitydistribution system, wherein the crew specific information includes anidentifier of at least one or more members of a crew in the plurality ofcrews and at least one or more of time entries and expense entries, theidentifier is one of i) biometric data and ii) a personal identifier ofthe at least one or more members of the crew and wherein the server iscoupled to a wireless communication infrastructure for receiving thecrew specific information; receiving, by a portable electronic device, aselection of a crew with the at least one or more members, wherein theportable electronic device includes at least one transmitter fortransmitting collected data to the server over the wirelesscommunication infrastructure; receiving, by the portable electronicdevice, the identifier of the at least one or more members of the crew;verifying, by the portable electronic device, the identifier of the atleast one or more members of the crew matches a previous storedidentifier; based on the verification of the identifier matching theprevious stored identifier, receiving, by the portable electronicdevice, the at least one or more of time entries and expense entries,for the at least one or more members of the crew, the time entriesincluding a date, hours worked, and a category of time; applyingbusiness rules to the at least one or more of time entries and expenseentries, by the portable electronic device; based on the business rulesbeing satisfied, storing the at least one or more of time entries andexpense entries, on the portable electronic device; and based on theportable electronic device being in proximity to the wirelesscommunication infrastructure, transmitting the crew specific informationto the time and expense management interface.
 17. The system of claim16, further comprising: sending, from the server to the portableelectronic device, a roster of members of the crew prior to receiving onthe portable electronic device the selection of the crew.
 18. The systemof claim 16, wherein the personal identifier is based on one of a facialrecognition of the at least one crew members of the crew; finger printrecognition of the at least one or more members of the crew; a nearfield communication tag assigned to the at least one crew members of thecrew; or a combination thereof.
 19. The system of claim 16, furthercomprising: receiving an identification of a vehicle assigned to the atleast one or more members of the crew; and wherein the business rules tothe at least one or more of time entries and expense entries, includecomparing the identification of a vehicle to an authorized vehicle. 20.The system of claim 16, wherein receiving the personal identifier of theat least one or more members of the crew, includes receiving a GPSlocation of the portable electronic device and wherein the businessrules to the at least one or more of time entries, and expense entries,include comparing the GPS location of the portable electronic device toauthorized GPS locations.